Junior Finance Assistant - Warsaw Hub

Clifford Chance · Warsaw Hub

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Job Description

The role

The Junior Finance Assistant, supporting London Billing function, sits within our Warsaw Hub and is part of the Finance Team.

The Billing function in London looks after all Partners in the London office and deals with all aspects of their billing. 

You will be assisting the London billing team in issuing bills and completing a multitude of tasks in order for a bill to be successfully issued and paid.  Our role is to reduce the risk related to the size of our WIP in our balance sheet.  Our strength comes from our teamwork and working as a highly talented and collaborative team.

Who you will work with

You will predominantly be working with Billing Advisors, Billing Coordinators, Client Centric Billing Team and other Billing Assistants. You will also have contact with Partners, Managing Associates, Practice Assistants and our Delhi Finance Team.

What you will be responsible for

The specific purpose of this role is to provide assistance and support to the Billing Team within the London Office. 

What you will do

You will be assisting a high number of colleagues within the team, where you will be required to prioritise your workload effectively and be able to interpret various instructions. 

Operational Activities:

• You will be allocated requests received in the joint mailbox.
• Day-to-day billing support of billing team including the client centric billing team.
• Amending, authorising, finalising and emailing bills.
• Collating and filing documentation to go with bills.
• Updating information within GPMS/Intapp.
• Following guidance with the Biller to Interact with Partners, Managing Associates and other business professional colleagues.
• Chasing outstanding draft bills (to include outstanding timesheets).
• Ad-hoc queries.

Tasks:

• Reviewing and actioning tasks allocated via the London billing assistant mailbox or client centric assistant mailbox.
• Amend attachments/breakdowns (transfers / time splits) as part of the billing process.
• Prepare Matter Review Reports and Matching Excel Reports.
• Prepare pre bill guides/draft invoices following guidance from the Biller.
• Amend draft invoices.
• Update matters from e-billing validation report.
• Deliver bills (including CC Worldwide and Newcastle bills).
• PDF of bills.
• Collating and filing all bill papers in the relevant network drive.
• Time/costs transfers and write offs in line with current policies.
• Cancel invoices, print credit notes and reissue bills (same day) where applicable.
• Collating and filing cancelled bill papers and applicable credit notes in the relevant network drive.
• Intapp tasks.
• Viewing detail within matter financials under guidance from the Biller.
• Follow up with Practice Assistants to update matters when Managing Associates leave.
• Liaise with Delhi Team on specific billing tasks.

Reports:

• Run open drafts reports.
• Run weekly matching anticipated report.
• Run Write off drafts report
• Run pre bill time report.

Report matter financials:

• Time and costs on clock (identify standard rate and contract rate), under guidance from the Biller.

Intapp/Matter Maintenance (Following Guidance from Biller):

• Update phases and tasks including mapping for e-Billing clients.
• Add / remove quoted fee detail.
• Update rates, by either a rate set or applying project specific rates
• Update billing address, tax/zero rated, print formats.
• Matter discounts.
• Update purchase order numbers, payable by info, client reference, cost number.
   

Qualifications

Your experience

Skills:

• You should be able to demonstrate excellent organizational skills, with an aptitude to follow processes and instructions, plus understand new concepts quickly.
• You will need a flexible working approach and the confidence to communicate, both written and verbally, with people at all levels.
• You should be able to demonstrate a high degree of accuracy and attention to detail.
• You should be able to demonstrate excellent data entry skills.

Knowledge:

• You are fluent or native in English.
• You have very good knowledge and command of Microsoft Office tools (especially Excel) and have a certain affinity for IT systems.
• You will have a good understanding of the financial processes that underpin billing activities, and the ability to apply these when dealing with the requirements of Billing Advisors and Coordinators, Partners and the clients with whom they work. 

Qualifications:

• Bachelor's degree in Business/ Accounting/ Finance/ Economics preferable.
• Experience in billing roles would be an advantage.
   

Company Description

Who we are

• We are a global law firm dedicated to creating advantage for our clients - on every matter, every time.
• Our Warsaw Hub exemplifies this commitment. We offer a competitive edge and empower the right people to be at the forefront of technological innovation, such as AI investment, legal automation, bespoke tools, to drive transformation at Clifford Chance and create more added-value, efficient solutions for clients and the wider industry.
• Joining our team means you will be part of a high-performing culture, globally recognised for the work we do and the advantage we create for world-leading clients. You’ll collaborate with the sharpest minds in the industry, working on some of the most critical legal and commercial business challenges and driving business support processes.
• We focus on delivering operational excellence with specialist infrastructure and dedicated support such as, Finance, Legal and Executive administration support, Risk and Compliance, Business Development, Branding, Marketing and Communications.

Additional Information

• The Warsaw Hub is designed to help clients move faster, smarter, and with confidence. Joining us means becoming part of a dynamic and interconnected global network. Every day and on each project, you will connect with your colleagues across the world. You will learn, you will grow, and you will take your career in the direction you want.
• We are closely integrated with the core business of Clifford Chance. This means frequent interactions with senior stakeholders, providing our team with invaluable insights. This close integration ensures that our work is aligned with the firm's overall goals and vision.
• The Warsaw Hub requires individuals with advanced capabilities and the ability to engage in thought-partnering with Clifford Chance's lawyers and partners. This means that our team members are not just executing tasks but are actively contributing to the development of innovative legal solutions. This collaborative environment fosters professional growth and ensures that our team is always at the cutting edge of the legal industry.
• You will work in the heart of the city. Warsaw is a friendly place to live and to work and has a cosmopolitan environment

Equal opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society. 

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm.

Find out more about our inclusive culture here.

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